Configure Subject Codes

• Attributes
• Creating Subject Codes
• Editing Subject Codes
• Inactivating/Activating Subject Codes

Subject codes (sometimes referred to as 'Prefix') are the unique identifiers associated with courses offered. Subject Codes allow you as an Admin, CM, or User with appropriate permissions, to enter all the relevant subject codes for your courses to prevent errors or duplicates from being introduced. For example, by specifying the subject codes, you can prevent duplicates such as 'ACC' and 'ACCT'.

Note: Subject codes appear as a separate item within the System Settings, despite having a lot of similarities to the Option Types. Option Types are designed to support generic, preconfigured lists of data for proposers to draw from, whereas Subject Codes are specifically designed to manage the course prefix information.

Subject Codes can be used within a variety of gadgets on your forms:

• Options Checkboxes
• Options Dropdown
• Options Multiselect
• Options Radio
• Options Typeahead
• Outcomes
• Percentage List
• Table

Attributes

Each Subject code created will have the following attributes available, and you are not limited to the total number of Subject Codes you can create:

Name

The Prefix/Code associated with the course, that the end user will see and can select from. For example, ACCT, BIOL, ENG, etc.

Description

Can be used to provide any additional, relevant information to the subject code. In some cases, it may be the full name behind a Prefix/Code. For example, a course with a prefix of ACCT may have a description of 'Accounting.'

Linked Group

Linked groups can be used to indicate which Group(s) the prefix should be associated with. For example, many institutions have a combined 'Biology and Chemistry' group, linking the subject codes BIOL and CHEM to this group ensures the proper relationship is established on the form.

Creating Subject Codes

Subject Codes can be created as needed, and there is no limit to the number of Subject Codes that you can use. 

To create a Subject Code at any time:

• As an Admin, CM Admin, or User with appropriate permissions - select System Settings from the navigation.
• Select Subject Codes.
• In the Name field, enter the Subject Code as it will appear on the form. 
  • For example, ACCT, ENG, BIOL, etc.
• In the Description field, enter any relative descriptive information. 
  • For example, you may enter 'Accounting' for 'ACCT' courses. 
• In the Linked Group field, you may specify the Group that the course prefix would belong to. 
  • For example, you may want to indicate that courses with the prefixes of BIOL and CHEM would be linked to the 'Biology and Chemistry Department'.
• Click Add Subject Code when all fields have been entered to create the new subject code.

Editing Subject Codes

Subject Codes can be edited as needed; whether that is to adjust the name, description, or linked groups.  

To edit a Subject Code at any time:

• As an Admin, CM Admin, or User with appropriate permissions - select System Settings from the navigation.
• Select Subject Codes.
• Locate the Subject Code to be edited. The Search bar can be used to quickly locate the Subject Code. 
• With the Subject Code visible:
  • You can click into the Description field to update the text as needed. The changes will be saved as you work. 
     
  • You can click on the 'X' next to any linked groups to remove them, and then you can click into the field to select a new group.
    
  • Click on the edit icon to the right of the Subject Code's name to edit it, and then click the icon again to save it.
    

Inactivating/Activating Subject Codes

Subject Codes that are longer needed or applicable can be inactivated as needed - or activated again if they need to be brought back into use. Inactivating a Subject Code removes the ability to select it as an option on a form; but leaves the selection in place on existing records.

Inactivating is used rather than deleting to ensure existing records are not impacted; and allows you to reactivate them at any time should they be needed at a later date. Any reports generated will continue to include the inactivated Subject Codes. Changes to the active status of a Subject Code will be effective immediately.

Note: It is not possible to delete a Subject code, only to inactivate them.

When a Subject Code is reactivated, it will immediately become available within any form gadgets displaying options for selection. 

Inactivating a Subject Code

To inactivate a Subject Code at any time:

• As an Admin, CM Admin, or User with appropriate permissions - select System Settings from the navigation.
• Select Subject Codes.
• Locate the Subject Code to be inactivated. The Search bar can be used to quickly locate the Subject Code. 
• Click the Inactivate option to the right of the Subject Code to Inactivate it.

Activating a Subject Code

To activate an inactive Subject Code at any time:

• As an Admin, CM Admin, or User with appropriate permissions - select System Settings from the navigation.
• Select Subject Codes.
• If you need to activate a Subject Code, change the selection from Active to Inactive.
• Locate the Subject Code to be activated, and click the option for Activate.